Documents:

Constitution of: Bolingey Barbarians Rugby Club Limited.

1. Name.

The Club shall be called Bolingey Barbarians Rugby Football Club Limited.

2. Objects.

The principle object of the Club is to play Rugby Football Union.

Ancillary objects are:1. To play and further Veteran’s rugby in Cornwall.2. To raise money to donate to organisations, clubs, charities and institutions, based in Cornwall, where their sole purpose is to foster the wellbeing of disadvantaged and vulnerable children residing in Cornwall. Donations will not be made to national charities and, generally not be made to individual persons. Where a donation has been agreed, it will be used solely for the purchase of agreed services and agreed items of equipment.

3. Membership.

The founding members of the Club decreed at their inaugural meeting on 30th March 1993 that players, who were members of other Clubs affiliated to The Rugby Union, would be invited to play for the Bolingey Barbarians Club on a per match basis.

4. Management of Club.

The Club shall be managed by a group of no more than ten persons who will have all either played or officiated for the Club. This group shall be known as the Bolingey Barbarian Committee. From these ten persons a President, Chairman, Vice Chairman, Secretary, Treasurer and Club Representative to the Cornwall Rugby Football Union Limited (CRFU) will be appointed at the Annual General Meeting.

The Committee, at their discretion, may co-opt up to four persons to serve on the Committee for a specific season and may be co-opted for ensuing seasons at the Annual General Meeting. Co-opted persons will not have the power of a vote at Annual General Meetings, Committee Meetings and any other meetings.

The Bolingey Barbarian Committee shall meet as necessary and their objectives are:
To manage the finances of the Club.
To select, agree and distribute donations as stated in 2.2.
To manage any matters that are pertinent to the wellbeing of the Club.

The Annual General Meeting of the Club shall take place before the end of June each year.

Any member of the Committee shall have the right to nominate a new person to the Committee and the necessary election will take place at the Annual General Meeting. Such nominations must be made to the Hon. Secretary at least 28 days prior to the agreed date of the Annual General Meeting and the proposed member must have either played or officiated for Bolingey Barbarians.

The Club shall be a member of the CRFU and abide by their rules, regulations and bye-laws.

There shall be three Directors of Bolingey Barbarians Rugby Club Ltd, one of which shall be the current Accountant that certifies the yearly accounts.

Monies that have been specifically collected for onward donations (2.2) will be itemised and noted separately by the Treasurer.

5. General.

Matches will be played at Perranporth Rugby Club and elsewhere in exceptional circumstances. The meal and presentations shall take place after the match at the Bolingey Inn.

The Club colours shall be gold and black jerseys and black playing shorts with players wearing their club socks.

Players that have been invited to play in their first match for the Club shall have the right to purchase the Club tie and shall be presented with the tie after the match. They shall also have the right to purchase the Club shirt and blazer.

6. Life Members.

When a player, who has played for the Club, has given exceptional service to the Club over a long period of time he/she may be considered for election as a Life Member at the Annual General Meeting. To be considered for election there shall be a proposer and a seconder and the proposal should be received by the Secretary at least 14 days prior to the agreed date of the Annual General Meeting.

JDS Amended 06.06.18.

Bolingey Barbarians RFC Privacy Statement.

Summary of how we and the RFU use your data

Bolingey Barbarians RFC uses your personal data to manage and administer your membership and your involvement with its teams and club, and to keep in contact with you for these purposes.

Some data is shared with the RFU, who use your data to regulate, develop and manage the game.

Data is also shared with other RFU Constituent Bodies and other Rugby Clubs.

Where we or the RFU rely on your consent, such as any consent we seek for email marketing, you can withdraw this consent at any time.

Amongst the data we collect from you may be medical (including injury) information. We will hold this where you have given consent, so that we can ensure we are aware of your condition and can that you are supported appropriately.

Where you work in a particular role within the game, you may be required to undergo a Disclosure & Barring Service check using the RFU’s eDBS system. The result of this check will be input into your Game Management Service (GMS) record.

What does this policy cover?

This policy describes how Bolingey Barbarians RFC (also referred to as “the Club”, “we” or “us”) will make use of the data we handle in relation to our members and players, including our use of the Game Management System (“GMS”) provided by the Rugby Football Union (“RFU”). The policy also describes the RFU’s use of data on GMS.

It also describes your data protection rights, including a right to object to some of the processing which we carry out. More information about your rights, and how to exercise them, is set out in the “What rights do I have?” section.

What information do we collect?

We collect and process personal data from you or your parent when you join and when we carry out annual renewals of your membership. This includes:

your name

your gender,

your date of birth,

your RFU ID (as assigned in GMS)

your home address, email address and phone number;

your passport and NI details, where we have to check your eligibility or ability to work for us;

your type of membership and involvement in particular teams, or any key role you may have been allocated, such as Chair, Safeguarding Lead, Membership Secretary etc.;

your payment and/or bank account details, where you provide these to pay for membership;

your marketing preferences, including any consents you have given us;

Some information will be generated as part of your involvement with us, in particular data about your performance, involvement in particular matches in match reports and details of any disciplinary issues or incidents you may be involved in on and off the pitch, such as within health and safety records.

What information do we receive from third parties?

Sometimes, we receive information about you from third parties.

We may receive information relating to your existing registrations with other clubs or rugby bodies or disciplinary history from the RFU through GMS. Additionally, for certain role holders or those working with children, we may receive information from the Disclosure and Barring Service and RFU on the status of any DBS check you have been required to take.

How do we use this information, and what is the legal basis for this use?

We process this personal data for the following purposes:

To fulfil a contract, or take steps linked to a contract: this is relevant where you make a payment for your membership and any merchandise, or enter a competition. This includes:

taking payments;

communicating with you;

providing and arranging the delivery or other provision of products, prizes or services;

As required by the Club to conduct our business and pursue our legitimate interests, in particular:

we will use your information to manage and administer your membership and your involvement with its teams and club, and to keep in contact with you for these purposes;

we will also use data to maintain records of our performances and history, including match reports, score lines and team sheets;

we use data of some individuals to invite them to take part in market research;

Where you give us consent:

we will send you direct marketing or promotional material by email;

we may handle medical or disability information you or your parent provides to us, to ensure we support you appropriately;

on other occasions where we ask you for consent, we will use the data for the purpose which we explain at that time.

For purposes which are required by law:

we maintain records such as health and safety records and accounting records in order to meet specific legal requirements;

we ensure, where you will work with children, that you have undergone an appropriate DBS check – this is also carried out with your consent.

where you hold a role at the Club requiring us to check your right to work, we may process information to meet our statutory duties;

we may respond to requests by government or law enforcement authorities conducting an investigation.

How does the RFU use any of my information?

The RFU provides GMS, but make its own use of the following information:

your name;

your gender;

your date of birth;

your RFU ID (as assigned in GMS);

your home address, email address and phone number; and

your type of membership and involvement in particular teams at the Club, or any key role you may have been allocated, such as Chair, Safeguarding Lead, Membership Secretary etc.

The RFU uses this information as follows:

As required by the RFU to conduct its business and pursue its legitimate interests, in particular:

communicating with you or about you where necessary to administer Rugby in England, including responding to any questions you send to the RFU about GMS;

administering and ensuring the eligibility of players, match officials and others involved in English rugby – this may involve the receipt of limited amounts of sensitive data in relation to disabled players, where they are registered for a disabled league or team, or in relation to anti-doping matters;

maintaining records of the game as played in England, in particular maintaining details of discipline and misconduct;

monitoring use of GMS, and using this to help it monitor, improve and protect its content and services and investigate any complaints received from you or from others about GMS;

maintaining statistics and conducting analysis on the make-up of rugby’s participants;

ensuring compliance with the current RFU Rules and Regulations including those on the affiliation of clubs, referee societies, constituent bodies and other rugby bodies, and registration of players; and

communicating with you to ask for your opinion on RFU initiatives.

For purposes which are required by law:

The RFU will ensure, where you will work with children and where this is required, that you have undergone an appropriate DBS check – this is also carried out with your consent.

The RFU may respond to requests by government or law enforcement authorities conducting an investigation.

Withdrawing consent or otherwise objecting to direct marketing

Wherever we rely on your consent, you will always be able to withdraw that consent, although we may have other legal grounds for processing your data for other purposes, such as those set out above. In some cases, we are able to send you direct marketing without your consent, where we rely on our legitimate interests. You have an absolute right to opt-out of direct marketing, or profiling we carry out for direct marketing, at any time. You can do this by following the instructions in the communication where this is an electronic message, or by contacting us using the details set out below in the “How do I get in touch with you or the RFU?” section.

Who will we share this data with, where and when?

Some limited information may be shared with other stakeholders in rugby, such as other clubs, Constituent Bodies, referee societies, league organisers, so that they can maintain appropriate records and assist us in organising matches and administering the game.

Personal data may be shared with government authorities and/or law enforcement officials if required for the purposes above, if mandated by law or if required for the legal protection of our or the RFU’s legitimate interests in compliance with applicable laws.

Where information is transferred outside the EEA, and where this is to a stakeholder or vendor in a country that is not subject to an adequacy decision by the EU Commission, data is adequately protected by EU Commission approved standard contractual clauses, an appropriate Privacy Shield certification or a vendor’s Processor Binding Corporate Rules. A copy of the relevant mechanism can be provided for your review on request.

What rights do I have?

You have the right to ask us for a copy of your personal data; to correct, delete or restrict (stop any active) processing of your personal data; and to obtain the personal data you provide to us for a contract or with your consent in a structured, machine readable format.

In addition, you can object to the processing of your personal data in some circumstances (in particular, where we don’t have to process the data to meet a contractual or other legal requirement, or where we are using the data for direct marketing).

These rights may be limited, for example if fulfilling your request would reveal personal data about another person, or if you ask us to delete information which we are required by law to keep or have compelling legitimate interests in keeping.

You have the same rights for data held by the RFU for its own purposes on GMS.

To exercise any of these rights, you can get in touch with us– or, as appropriate, the RFU or its data protection officer – using the details set out below. If you have unresolved concerns, you have the right to complain to the Information Commissioner’s Office.

Much of the information listed above must be provided on a mandatory basis so that we can make the appropriate legal checks and register you as required by RFU Rules and Regulations. We will inform you which information is mandatory when it is collected. Some information is optional, particularly information such as your medical information. If this is not provided, we may not be able to provide you with appropriate assistance, services or support.

How do I get in touch with you or the RFU?

We hope that we can satisfy queries you may have about the way we process your data. If you have any concerns about how we process your data, you can get in touch at greg15waters@aol.com or by writing to Greg Waters, 1 Barn Court, The Bank, Probus, Truro, TR2 4JU

If you have any concerns about how the RFU process your data, you can get in touch at legal@rfu.com or by writing to The Data Protection Officer, Rugby Football Union, Twickenham Stadium, 200 Whitton Road, Twickenham TW2 7BA.

How long will you retain my data?

We process the majority of your data for as long as you are an active member and for 6 years after this.

Where we process personal data in connection with performing a contract or for a competition, we keep the data for 6 years from your last interaction with us.

We will retain information held to maintain statutory records in line with appropriate statutory requirements or guidance.

The RFU will maintain records of individuals who have registered on GMS, records of DBS checks and the resulting outcomes and other disciplinary matters for such period as is set out in the RFU’s privacy notice to be set out on www.englandrugby.com.

Records of your involvement in a particular match, on team sheets, on results pages or in match reports may be held indefinitely both by us and the RFU in order to maintain a record of the game.